Executive Assistant to the Chief Community Engagement and Equity Officer
Executive Assistant to the Chief Community Engagement and Equity Officer (ONSITE)
Oregon Community Foundation
Motus Recruiting and Staffing is proud to partner with the Oregon Community Foundation in its retained search for an Executive Assistant to the Chief Community Engagement and Equity Officer
OVERVIEW OF EXECUTIVE ASSISTANT ROLE
The Executive Assistant to the CCEEO provides a wide range of support and performs duties that directly support important activities of the Foundation. This position provides a high level of administrative support, oversees complex calendars, budgets, and project plans, and manages communications with internal and external stakeholders. They partner closely with the CCEEO and other management team members daily to proactively manage and support the execution of projects, initiatives, and tasks to facilitate the work of the CCEEO and the Foundation. The Executive Assistant follows up on key deliverables, oversees deadlines, and prepares and distributes reports for company leadership and the Board of Directors.
Job Location: Portland, OR. (Fully On-Site)
- SALARY: $66,000K - $73,848K (DOE)
- Excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability, and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Executive Support and Administration - Percentage of Time: 60%
- Plans and organizes meetings, activities, and events for the CCEEO to ensure efficient use of time and alignment with strategic priorities. Monitors schedule of the CCEEO and responds swiftly and accurately to changes based on the demands of the role.
- Coordinates the calendars for committee meetings, departmental meetings, and meetings with external stakeholders, and related document preparation.
- Monitors and evaluates incoming communications on behalf of the CCEEO. Uses discretion and professional judgment in evaluating, drafting, and recommending responses and following up on communications as appropriate.
- Develops travel plans and manages the budget and expense report tracking and reimbursement processing, processes invoices and purchase orders.
- Manages contract administration process and DocuSign support for the office of the CCEEO and related teams.
- Under the direction of the CCEEO, prepares RFPs, conducts appropriate research and follow-up; prepares and tracks items for signature.
- Monitors pending projects for follow-up and timely execution and identifies potential issues requiring escalation.
- Prepares and distributes PowerPoint presentations, routine spreadsheets, financial reports, meeting agendas and minutes for senior leadership and Board of Director meetings.
- Manages relationships and communications with internal and external stakeholders, including vendors, board members, and executive team members.
Project Management - Percentage Time: 30%
- Participates in the strategic development of ideas, proposals, structures, and budgets for key initiatives. Manages and tracks multiple projects, providing regular written updates to the CCEEO.
- Performs business analysis, scheduling, communication, and documentation for important Community Engagement and Equity projects. Makes recommendations to CCEEO as appropriate.
- Oversees and supports other administrative projects for the department as assigned by the CCEEO.
Additional Duties - Percentage of Time: 10%
- Participates on cross-departmental teams regarding organizational policies, processes, and work environment.
- Other duties and projects as assigned by supervisor.
EDUCATION AND EXPERIENCE:
- 5+ years’ experience serving in an Executive Assistant role, directly supporting an Executive Team member.
- 2+ years’ experience working with contracts, RFPs, or grants.
- Bachelor’s degree in relevant field; or equivalent experience in lieu of degree.
- Cultural agility skills necessary to work effectively with diverse people, teams, and communities.
- Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and its employees.
- Ability to exercise exemplary discretion and independent judgment on matters of significance.
- Superior attention to detail and the ability to remain calm under pressure is critical.
- Excellent verbal and written communication skills.
- Skilled in preparing Excel reports (not developing data) and PowerPoint presentations containing financial information, statistical data, and graphs.
- Experience managing communications regarding annual budgeting and audit processes.
- Experience working with board committees and preparing and distributing meeting agendas, materials, and minutes.
- Experience managing complex electronic files on network and submitting sensitive documents with approved external confidentiality protocols.
- Excellent interpersonal skills and ability to interface effectively with internal and external parties in a highly professional manner.
- Demonstrated ability to handle multiple tasks simultaneously, exceptional organizational skills, and ability to adhere to and meet deadlines.
- In-depth knowledge of Microsoft Office Suite with high level of proficiency in Word, Excel, PowerPoint, and Outlook.
ABOUT OREGON COMMUNITY FOUNDATION
Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. In 2022, OCF distributed more than $180 million, supporting 3,500 grantees and awarding more than 3,000 scholarships. With OCF, individuals, families, businesses, and organizations create charitable funds that meet the needs of diverse communities statewide. 2023 marks OCF’s 50th anniversary, and since its founding, OCF has distributed more than $2.2 billion in community investments, including grants to 10,850 nonprofits and 53,375 scholarships to students. Individuals, families, businesses, and organizations can work with OCF to create charitable funds to support causes important to them.
OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland, and Salem committed to equity, diversity, and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants. Come join our team! To learn more, please visit: oregoncf.org.
OCF’S COMMITMENT TO EQUITY AND SAFETY
In addition to the specific job requirements for each position, all staffers are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict, and take action. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.
All employees are asked to support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses, or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness, or accident, and reporting any accident involving OCF vehicles, equipment, or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.
About Motus Recruiting and Staffing, Inc.
Founded in 2006, Motus is an award-winning recruiting and staffing firm in the Pacific Northwest, specializing in professional services and technology solutions. We are a group of people who recognize the importance of representation and actively fight for diversity, equity, and inclusion in the recruitment process. Our goal is to educate organizations on the importance of DEI when hiring, promoting, and supporting diverse employees. We are calling organizations to demonstrate their commitment to DEI by being intentional about whom they hire. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status.